Senior Real Estate Virtual Assistant

Amped HQ is growing fast—and we're on the lookout for top-tier talent.

We're not just building a company; we're reshaping what it means to work in outsourcing. With exceptional client and employee retention, Amped HQ is setting a new standard in the industry—combining world-class talent, strong leadership, and cutting-edge systems in an environment that values real relationships, continuous growth, and a whole lot of fun.

Our core values—People First, Innovation, and Growth—are more than just words. At Amped HQ, you'll work closely with senior leaders, gain access to industry-leading tools and resources, and have the opportunity to upskill in the areas that matter most to you. If you're driven, curious, and ready to grow, we want you on our team.

Our client is a dynamic real estate agency based in New Zealand, known for delivering tailored, high-impact property solutions to clients across the region. With continued growth and a strong market presence, they are seeking an experienced Executive Assistant who understands the fast-paced world of real estate and can provide strategic support to streamline day-to-day operations.

This is a fantastic opportunity to contribute to operational excellence—supporting both administrative and client-facing functions. You'll be working directly with the agency founder and leadership team who value autonomy, initiative, and a proactive mindset.

We are looking for a strongly organized and detail-oriented Virtual Assistant with expertise in the New Zealand Real Estate or Property Management market to play a pivotal role in ensuring smooth business operations. You'll be responsible for managing communications, coordinating property workflows, supporting sales agents, and handling core back-office tasks. Your expertise will empower the client to focus on high-level strategy, sales growth, and client service delivery.

Responsibilities

Transaction Coordination

• Coordinate all aspects of property transactions from listing to settlement
• Manage transaction timelines and ensure all deadlines are met
• Liaise with solicitors, mortgage brokers, building inspectors, and other industry professionals
• Prepare and distribute transaction-related documentation
• Monitor conditional sale requirements and settlement conditions
• Coordinate property settlements and attend to post-settlement requirements

Marketing Support

• Create and maintain property marketing materials including brochures, flyers, and online listings
• Coordinate professional photography and property styling
• Manage social media content and property promotion campaigns
• Update and maintain property listings across multiple platforms (Trade Me, , etc.)
• Prepare market analysis reports and comparative market assessments

Ledger Management

• Maintain accurate financial records and transaction ledgers
• Process commission calculations and distribute statements
• Manage trust account reconciliations in compliance with REINZ requirements
• Prepare monthly and quarterly financial reports
• Handle invoicing and accounts receivable/payable

Listings Management

• Input new property listings into CRM and REINZ systems
• Maintain accurate property databases and client records
• Coordinate listing appointments and property viewings
• Update listing status and manage expired/withdrawn listings
• Prepare listing presentations and vendor reports

File Management

• Maintain organised digital and physical filing systems
• Ensure all transaction files contain required documentation
• Manage document version control and distribution
• Archive completed transactions in accordance with legal requirements
• Maintain confidentiality of all client and transaction information

Report Writing

• Prepare weekly, monthly, and quarterly sales reports
• Create market analysis and trend reports
• Draft vendor updates and buyer feedback summaries
• Compile performance metrics and KPI reports
• Prepare regulatory compliance reports as required

Experience & Qualifications

• Minimum 3-5 years experience as a Real Estate Virtual Assistant or similar role
• Strong knowledge of New Zealand real estate processes and legislation
• Familiarity with REINZ requirements and compliance standards
• Experience with real estate CRM systems (preferably PropertyGuru, Rex, or similar)
• Proficiency in Microsoft Office Suite and Google Workspace

Technical Skills

• Advanced knowledge of property listing platforms (Trade Me Property, )
• Experience with accounting software (Xero, MYOB preferred)
• Strong database management capabilities
• Social media management experience
• Basic graphic design skills (Canva, Adobe Creative Suite advantageous)

Core Competencies

• Exceptional attention to detail and accuracy
• Strong written and verbal communication skills
• Excellent time management and multitasking abilities
• Problem-solving mindset with proactive approach
• High level of discretion and confidentiality
• Ability to work independently with minimal supervision

Desirable Attributes

• Real Estate Salesperson's Certificate (Class 1 or equivalent)
• Previous experience in New Zealand real estate market
• Knowledge of property law and conveyancing processes
• Experience with digital marketing and lead generation
• Bilingual capabilities (particularly Mandarin, Hindi, or other community languages)

What's in it for you?

Amped HQ is growing and taking a different approach to outsourcing. With a young leadership team and a focus on delivery, the shackles are off when it comes to planning your day. We prioritize, we deliver, we have fun, and we support one another. Our company goes above and beyond for their employees to ensure that there are:

• Permanent work-from-home
• Complete WFH equipment provided
• Premier HMO Coverage
• Statutory Mandatory Benefits (SSS, Pag-IBIG, PhilHealth, 13th Month Pay)
• Great career development opportunities
• Energetic international team
• Cultural focus on staff health and wellness
• Close proximity to senior management
• Focus on personal development and growth
• Yearly appraisals
• Monthly gratitude event
• Mental Health Leave
• Birthday Leave
• Gym and Education support

The application process consists of screening, an initial interview with the recruitment team, an assessment (tbd), and a client interview. Hit the Apply button if you are interested and want to learn more.

We look forward to meeting you